2011-2012 Human Resources Annual Report - Quincy...2012/10/22  · 2011-2012 Human Resources Annual Report Contents Our Mission Table of Contents, Vision & Mission 2 HR Staff - Role

Employment & Volunteer Services

Risk Management Human Resource Core

Employee Benefits & Compensation

Training & Development

October 12, 2012

2011-2012 Human Resources Annual Report

Contents

Our Mission

Table of Contents, Vision & Mission 2

HR Staff - Role and Responsibilities 3

Message from Lauren S. Wright 4

Employee Benefits 5

Recruiting and Staffing 6

Wellness Incentive Program 7

Workers Compensation Claims 8

Risk Management Claims & Stats 9

Employee Demographics 10

Training and Development 11

Future Projects 12

Create, encourage and implement wellness program that reduces city cost and afford cost-savings.

Provide an array of diverse skill-based training opportunities for all employees.

Create department skill-based volunteer program.

Develop an effective, recognizable and understandable safety and risk management program to reduce cost and preserve and protect the organization’s human capital.

Human Resources Helping U Succeed 2012 Human Resources Annual Report

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Our Vision

We strive to be second to none in providing equal opportunities for learning and personal growth.

Benefits

Lauren S. Wright, Director of Human Resources & Risk Management

Bessie Evans, Human Resource & Risk Management Specialist

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Human Resources Helping U Succeed 2012 Human Resources Annual Report

Bessie has held several roles in the field of human resources and throughout her career; she has gained more than 16 years of work-related experience in this profession. She has earned an Associate Degree from Florida A &M University; B.S. Degree – from University of Cincinnati and a MBA from Strayer University. Bessie’s combined years of work experience in business administration, and human resources gives her an exceptional skill base talent. She joined the City of Quincy human resource team in August 2007. She is responsible for employee benefits administration, recruiting, new employee orientation and is a vital player to the human-resource team and organization. Bessie is a member of the Society for Human Resource Management, and Big Bend SHRM – Tallahassee.

Lauren is a human resource generalist who holds an Executive MBA from the University of Connecticut. She joined the City of Quincy in August 2006 and is responsible for managing the day-to-day operation of the department. Lauren has a unique blend of education, professional experience and personal convictions and is regarded as a role model for minority youths and business professionals. She spends many hours volunteering her time and working within a number of Gadsden community organizations and projects. She is an accomplished trainer and facilitator. Lauren is a member of the Society for Human Resource Management (SHRM) and Big Bend SHRM – Tallahassee.

We’ve titled our 2011-2012 Annual Report “” because our employees continue to face

challenges related to budgetary constraints, heightened citizens’ expectations and reduced staff. We are grateful that our workforce has remained steadfast. At the same time, we are sensitive to the fact that we are working harder and with fewer employees. We appreciate the dedication in consistently providing excellent service to all our customers, both internal and external. We faced our own unique challenges as we enthusiastically embraced a wellness incentive – “A Healthier You” as part of our larger strategy of encouraging a healthier workforce. More than 25% of our employees earned a total of $10,500 by participating in preventive screenings, annual physicals, online health assessments, individual and group exercise challenges and other educational programs. These monetary benefits are secondary to our primary goal of improving our employees’ overall quality of life. We continue our commitment to developing a culture of leadership throughout the City’s personnel. Our efforts included facilitating leadership and project management training for supervisory level employees. Last year (2011) our volunteers service hours to city government totaled approximately 12,800; 2012 to-date. our volunteers service hours totals approximately 13,000; and we expect comparable numbers this next fiscal year. The Human Resource staff is focused on increasing volunteerism among our employees, as well as with our citizens, as we work together to face our common challenges.

Director of Human Resources

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201 1 – 2012 Fi scal Year Accompl i shments:

• 30 employees took advantage of new wellness incentive – “A Healthier You” Program.

• Facilitated supervisory and customer service classes and workshops

• Hosted volunteer recognition dinner and led the efforts to establish The Jesse H. King Volunteer of the Year Award which will be awarded to a deserving volunteer annually.

2012 – 2013 Fiscal Year Goals:

• Drive participation in health and wellness initiatives with a robust communication program utilizing multiple forms of messaging.

• Provide diverse skill-based training opportunities.

• Create departmental skill-based volunteer program.

• Develop effective safety and risk management programs.

Rising to the Challenge

Employees who attended open enrollment were rewarded with a chance to win 1 of 22 door prizes … including $20 to $25 restaurant gift certificates donated by our healthcare provider partners: AGLA, AFLAC, Blue Options, CHP, Legal Services, AXA Equitable and Pat Thomas Associates. Participants were given details on the advantages of setting up a Flex Spending Account with AFLAC. An average of 12-13 employees choose FSAs annually: There are two types of FSAs: 1)

Unreimbursed Medical (URM) and 2) Dependent Day Care (DDC)

An employee’s participation in an FSA program allows a portion of their salary to be redirected to provide reimbursement for eligible FSA expenses.

At the beginning of each plan year, an employee elects a specific dollar amount for each type of FSA he/she wishes to participate in.

Participation in one or both FSAs can save the employee money by reducing his/her taxable income. Taxes will be calculated after the elected amount is deducted from his/her salary.

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October 1st kicked off 2011 – 2012 Plan Year of Health and Wellness Benefits with education-driven open enrollment sessions. Human Resources invited all of our healthcare providers to assist our workforce in making informed benefit choices and decisions for them and their families. Representatives from Capital Health Plan (CHP) and Blue Options (BCBS) presented informative and timely insight regarding their many services, regulatory data, cost savings tips, discount offerings and an overview of the consultative support that is available to our employees. Premium payments increased by 8.16% - however, there were no changes in coverage. The 2012 – 2013 open enrollment sessions kicked off similarly and once again increased by 8.18%.

Health Insurance Rates 2012-2013 2011-2012 2010-2011 2009-2010 2008-2009

CHP- BC/BS CHP- BC/BS CHP- BC/BS CHP- BC/BS CHP- BC/BS

EMPLOYEE 543.82 513.88 $475.10 $384.77 355.97

EMPLOYEE & SPOUSE 1,133.79 1,070.37 $990.51 $802.19 646.99

EMPLOYEE & CHILDREN 988.43 934.01 $863.52 $699.34 742.14

EMPLOYEE & FAMILY 1,627.25 1,537.66 $1,421.61 $1,151.33 1,065.15

8.18% 8.16% 23.50% 8.10% 10.20% Dental Rates

Employee 29.75 29.75 29.75 28.08 28.08

Employee +1 Dependent 54.51 54.51 54.51 51.45 51.45

Employee and Family 91.50 91.50 91.50 86.36 86.36

Human Resources 2012 City of Quincy Human Resources Annual Report 6

Fiscal Year 2011-2012 FTE Summer Youth Pool Program Contractors

BUILDING & PLANNING 2 11 CITY MANAGER 1 1 Community Redevelopment Agency 1 CUSTOMER SERVICE 1 2 FINANCE 0.5 FIRE 1 1 HUMAN RESOURCE 1.5 PARKS & RECREATION 1 9 12 12 POLICE 5 2 PUBLIC WORKS 2 5 4 TELECOMMUNICATIONS 1 1 UTILITIES 1

12 35 12 19 12 Replaced Positions 51 for Summer Programs 9 Contractor s - Athletic Progs.

10 Contractors 82

Staff has been quite creative in their hiring activity this fiscal year. As shown in the table below, there were 12 full-time employees hired which were a direct result of attrition. A total of 19 independent contractors were retained to support the athletic programs and to assist the public works department’s project-related shortfalls. Additionally the parks & recreation 2012 summer pool program was a great success and was staffed by returning lifeguards and junior lifeguards (a total of 12 people, many were high school and college students). The City’s summer employment programs began on June 18, 2012. Many of our students worked six weeks (QYEP & BOCC) and the students assigned to the code enforcement program & beautification project were divided into two groups and worked four weeks each concurrently. Forty-five (45) students were given the opportunity to work 20 hours each week at $8.00 an hour. Code Enforcement Youth workers were identified and chosen by each City Commissioner (4 in each district). Prior to selection, Q-YEP and BOCC applicants were evaluated according to the criteria set by the City Commissioners and the Gadsden County Board of County Commissioners. Our Summer Youth workforce was represented as follows:

•Code Enforcement and Beautification Project. (20 students) •Quincy Youth Employment Program. (15 students) •Gadsden County BOCC Summer Youth Training Program. (10 students)

“A Healthier You” is part of our larger strategy of encouraging a healthier workforce. More than 25% of our employees earned a total of $10,500 by participating in preventive screenings, annual physicals, online health assessments, individual and group exercise challenges and other educational programs. These monetary benefits are secondary to our primary goal of improving our employees’ overall quality of life.

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The City’s ultimate goals are to: • Reduce direct and indirect

health costs. • Improve employee productivity

and reduce absenteeism. • Motivate and educate

employees to stay healthier.

Wellness Incentives How are Wellness Incentive Points Earned? The City agrees to pay incentives to those employees who participate and complete a personal wellness challenge within a specific time-frame. The incentives will be based on the total number of points achieved monthly within specific categories. In addition to the following “Earned Points Categories (EPC)”, the wellness committee will offer various monthly Bonus Point Tasks (BPT) that are worth 10-points .

In May 2011 the City of Quincy kicked off an Employee Wellness - “A Healthier You” - Incentive Program. We are seriously committed to providing and promoting a well workplace to all employees who wish to improve their health. This voluntary program gives employees the opportunity to receive incentive awards and recognition in various health and wellness categories. Wellness is a lifelong journey to optimal health. We believe that Good health is attainable - and lower costs are too! In taking steps to achieve the goal of becoming a successful worksite wellness program we will provide the tools and resources so that employees can create a personalized wellness plan that treats the whole person; including physical, mental, emotional, and financial well-being. Objective of Wellness Incentive Program

• Provide healthy alternatives

to employees (e.g. weight loss and better eating habits)

• Reduce out-of-pocket costs for health related maintenance visits

• Encourage workforce to go to their Primary care physician annual visits and preventative exams.

Category Accomplishment Points Pre-Assessment Sign up and attend Pre-Assessment

Appointment 5

Post-Assessment Sign up and attend Post-Assessment 5 Personal Trainer Sign up and attend a Personal Trainer

session. 5

Weigh-Ins Attend weekly weigh-in. 2 Weigh-Ins 1 full pound loss per week. 1 Diet Grocery receipt with proof of fresh fruits

& vegetables purchased. 1

Healthy Habit Drink eight 8-ounce glasses of water a day (all fluids count towards daily total).

1

SNAPSHOT of “Earned Points Categories”

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Workers Compensation incidents have remained steady over the past two years. The Table below illustrates the number of incidents by department. Most of the incidents were related to strains, insect bites, dog bites, and minor injuries as a result of automobile collisions. Human Resources has determined that safety training should be delivered routinely to all employees who work in labor intensive positions. It is our understanding that the fire and utility departments incorporate regular safety awareness sessions that is facilitated by supervisors and foremen. We believe that the lower rate of incidents in these two departments may be in direct correlation to the safety awareness sessions.

2012-2013Goals:

0

5

10

15

20

WORKERS COMPENSATIONINJURY 2011

WORKERS COMPENSATIONINJURY 2012

WORKERS COMPENSATIONINJURY OPEN

Ensure that employees who are injured or become ill on the job receive appropriate medical attention and treatment

Return employees who have disabling injuries to full or modified work as soon as their medical condition permit.

Put processes in place to prevent abuse and fraud.

WORKERS COMPENSATION Department 2011 2012 OPEN

FIRE 2 2 2 POLICE 6 1 2 PUBLIC WORKS 6 5 3 UTILITIES 1 0 0 CUSTOMER SERVICE 3 1 1 CRA 0 1 1 TELECOMMUNICATIIONS 0 2 1

TOTAL 18 12 10

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Risk Management Claims decreased significantly in 2012 compared to the activity in 2011. Human Resources plans to assist employees in educating the citizens of Quincy on how to report potential safety hazards before they become dangerous and accidents occur.

Summary :

2012 Accomplishments The number of incidents and reported claims decreased by 13 (see table above). We believe that this reduction is directly related to all employees and departments working in concert to improve quality control and implement safety practices into their daily routines.

CATEGORY 2011 2012 Window - Building 0 1 Dog Killed 1 0 False Arrest 1 0 Fatality 0 1 Man Hole 1 0 Pot Hole 1 0 Slips and Falls 1 1 Tree 3 1 Utility 2 1 Vehicle 10 3 Windshield 2 1

TOTAL 22 9

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AGE GROUP MALE FEMALE BLACK HISPANIC WHITE

Under 30 18 12 6 10 1 7

30 – 39 25 21 4 15 3 7

40 – 49 33 27 6 22 0 11

50 - 59 30 23 7 19 0 11

60 & Over 8 5 3 5 1 2

Total 114 88 26 71 5 38

GENDER AND RACE

Percentage of Workforce

18 15.8%

25 21.9%

33 28.9%

30 26.3%

8 7.0%

114

AGE RANGE

Total

Under 30

30 - 39

40 - 49

50 - 59

60 & Over

EXEMPT NON-EXEMPT HOURLY TOTAL

0 1 17 181 2 22 25

10 5 18 339 4 17 305 0 3 8

25 12 77 114Total

Job ClassificationsAGE GROUP

Under 30

30 - 39

40 - 49

50 - 59

60 & Over

Human Resources Helping U Succeed 2012 City of Quincy Human Resources Annual Report 11

SKILL-BASED Training Opportunities HR conducted workshops wherein employees reported positions they wanted to work toward (will get in-house training from employees who are already in these positions). Identified skills that internal “experts” can teach other employees. MENTORING PROGRAM An effective mentoring program supports the development of leaders while simultaneously fostering healthy work relationships. It helps develop the strategic direction and continuing growth of the company through succession planning. A successful mentoring program requires significant management as well as employee support and commitment. Two successful mentor/mentee relationships have been in place since beginning of fiscal year 2011 and is currently in progress.

Human Resources Stream-line the department by going paperless. Offer on-line Services

e-Training modules Open Enrollment via a Kiosk and intra-net

access.

Volunteer Opportunities The City has a wide array of volunteer opportunities. Human Resources plans to work closely with a Volunteer Coordinator to establish a volunteer Management system appropriate for the various positions that the City plans to recruit and maintain.

Human Resources will continue to strive to be second to none in providing equal opportunities for learning and personal growth.

Rising to the Challenge

The City of Quincy 40 W. Jefferson Street

Quincy, Florida 32351 850-618-0030

www.myquincy.net